COMMUNICATIONS TEAM CHARTER
I. RESPONSIBILITIES
The primary responsibility of the Communications Team is to advise and assist the Board of Directors, in a reasonable and productive manner, in developing and carrying out a program of positive information flow between the Association and residents, and on issues affecting the newsletter, website or other communication devices. In accomplishing this goal the Board of Directors shall assign the CT with ad-hoc tasks from time to time. In fulfilling its responsibilities, the CT shall perform functions, which include, but are not necessarily limited to, the following:
· Manage and update the community website;
· Advise the Board on annual budget for communications;
· Design and produce a quarterly newsletter;
· Design and produce a welcome package for distribution to new
residents;
· Provide a means of effective communications between and among the Board, Residents and Property Management;
The newsletter and/or web site, once approved by the Board of Directors, will be the only newsletter and/or web site authorized by the Board of Directors to represent them and the Association.
II. ELIGIBILITY
Members shall be unit owners in good standing. Good standing shall be defined as the absence of any liens, privilege suspension, assessment delinquency, covenants violation, or pending legal action with The Carriages. There shall not be more than one member of a household serving at the same time.
III. APPOINTMENT AND TERMS
Recruitment of members may be done through the newsletter, announcement at the Annual Meeting or by any other means deemed appropriate by the Board. The Board of Directors will strive to ensure that members from varying locations within the Association are represented on its committees. Members in good standing are eligible for reappointment.
The Board of Directors will make appointments each year following the Annual Meeting. The Board of Directors may make additional appointments throughout the year if vacancies occur. Members are appointed for two-year terms; however, members appointed to fill vacancies that occur during the year shall serve out the remainder of the term of the member they are replacing.
IV. REMOVAL
The Board of Directors may remove any member, including the chairperson, with or without cause, at any time without notice or explanation with a majority vote of the Board. The members may make recommendations to the Board of Directors regarding the removal of members. A member may be removed, upon written notice from the chairperson, for failure to perform duties of the office.
V. ELECTION OF OFFICERS
Members may make recommendations to the Board of Directors for the appointment of a Chairperson. The Board shall appoint the Chairperson following the Annual Meeting each year. Other officers may be elected by the membership. At a minimum, the members shall elect a Secretary who shall be responsible for recording accurate minutes of the meetings and submitting them to Management in a timely manner for inclusion with the monthly Board meeting package. Minutes shall include a record of the date, time and place of each meeting. Minutes shall also include a record of committee member attendance and all votes of the committee. The Chairperson, or his or her designee, shall be responsible for chairing meetings of the committee.
VI. MEETINGS
The members shall meet as needed. The Chairperson is responsible for contacting the members regarding meetings. All meetings shall be conducted in accordance with Robert’s Rules of Order in a professional manner. Minutes shall be taken at every meeting. Minutes shall show attendance, issues raised, votes cast, and any decisions made. Minutes shall be forwarded to Management for inclusion in the monthly report to the Board of Directors. Approved meeting minutes will be kept on file for review by owners.
VII. DUTIES OF THE CHAIR
The duties of the Chairperson shall include, but may not be limited to, the following:
· Monitor and track and maintain CT membership roster;
· Prepare meeting agendas;
· Preside over meetings;
· Provide each member an opportunity for input;
· Ensure members and those attending the meeting are treated fairly and with respect;
· Assign members tasks as necessary;
· Submit meeting minutes to the Board of Directors as stipulated above;
· Serve as the liaison with the Board and represent the CT at scheduled Board of Directors meetings.
· Ensure the CT is performing duties as detailed in this resolution, and as otherwise may be requested by the Board of Directors.
VIII. COMMUNICATIONS
In the interest of ensuring strong communications between the Board of Directors and the Communications Team, it is expected that the Chairperson, or his or her designee, will attend each regularly scheduled business meeting of the Board of Directors. The representative will present recommendations, update the Board on the status of pending tasks, request assistance from the Board, as needed, and answer any questions the Board may have regarding assignments. The Team is expected to maintain regular communications with the designated Board liaison.
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